Executive Assistant at United Nations Development Programme (UNDP)

United Nations Development Programme (UNDP), helps developing countries attract and use aid effectively. In all our activities, we encourage the protection of human rights, capacity development and the empowerment of women.Executive Assistant&nbsp;Job ID: 12059Location: Maiduguri, BornoGrade: SB3Vacancy Type: Service Contract (SC)Posting Type: ExternalContract Duration: Initial contract of one yearBackgroundUnder the guidance and supervision of the Head of Office the Executive Associate is responsible for ensuring the effective delivery of secretary duties by performing, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to senior officers or managers such as a Head of Office consistent with UN rules and regulationsThe Executive Associate leads and provides guidance to OCHA&rsquo;s Head of Office, fostering effective collaboration within the teams, with relevant OCHA and UNDP counterparts at Headquarters and in the field, and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of services.Duties and ResponsibilitiesEnsures effective and efficient functioning of the HoO&rsquo;s office focusing on achievement of the following results:Maintenance of the HoO&rsquo;s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.Maintenance of protocol procedures.Preparation of high quality briefing materials for HoO&rsquo;s appointments, meetings, missions.Preparation of informal translations.Management of HoO&rsquo;s missions and representation schedule.Maintenance of rosters of high-level partners, telephone lists.Preparation of correspondence, directives, comments on behalf of the HoO for his/her signature and making follow-up when required.Use of automated office management systems for effective functioning of the HoO&rsquo;s office.Ensures provision of effective communications support to the office focusing on achievement of the following results:Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.Coordination of the information flow in the office, follow up on circulation files.Facilitation of information sharing between UNCT and the UN Coordination Unit.Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office.Screening of all incoming calls and correspondence.Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor&rsquo;s office and subordinate division.Ensures facilitation of knowledge building and management focusing on achievement of the following results:Sound contributions to knowledge networks and communities of practice.Organization of specialized trainings for secretaries.Organization of trainings to UN staff on coordination, administration and protocol issues.Impact of Results:The key results have an impact on the efficiency of the HoO&rsquo;s office.&nbsp;Accurate analysis and presentation of information strengthens the capacity of the HoO&rsquo;s office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent&rsquo;s own initiative is decisive in results of work and timely finalization.CompetenciesFunctional Competencies:Building Strategic PartnershipsMaintaining information and databasesAnalyzes general information and selects materials in support of partnership building initiativesPromoting Organizational Learning and Knowledge Sharing:Basic research and analysisResearches best practices and poses new, more effective ways of doing thingsDocuments innovative strategies and new approachesJob Knowledge/Technical Expertise:Fundamental knowledge of processes, methods and proceduresUnderstands the main processes and methods of work regarding to the positionPossesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasksStrives to keep job knowledge up-to-date through self-directed study and other means of learningDemonstrates good knowledge of information technology and applies it in work assignmentsPromoting Organizational Change and Development:Presentation of information on best practices in organizational changeDocuments &lsquo;best practices&rsquo; in organizational change and development within and outside the UN systemDemonstrates ability to identify problems and proposes solutions.Design and Implementation of Management Systems:Data gathering and implementation of management systemsUses information/databases/other management systemsProvides inputs to the development of simple system componentsClient Orientation:Maintains effective client relationshipsReports to internal and external clients in a timely and appropriate fashionOrganizes and prioritizes work schedule to meet client needs and deadlinesEstablishes, builds and sustains effective relationships within the work unit and with internal and external clientsResponds to client needs promptly.Promoting Accountability and Results-Based Management:Gathering and disseminating informationGathers and disseminates information on best practice in accountability and results-based management systemsPrepares timely inputs to reportsMaintains databasesCore Competencies:Demonstrating/safeguarding ethics and integrity&nbsp;Demonstrate corporate knowledge and sound judgmentSelf-development, initiative-takingActing as a team player and facilitating team workFacilitating and encouraging open communication in the team, communicating effectivelyCreating synergies through self-controlManaging conflictLearning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.Informed and transparent decision making

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